The ability to manage large volumes of files is among the most essential requirements for data room software. This feature is usually reflected in the number of tools provided by the provider including multilingual search (about 16 languages) OCRs and file previews, as well as smart AI categories and translation of documents. A good service provider will offer a variety of viewing options to permit users to view documents in their own format or without it.
To ensure the security of sensitive information, a reputable service provider should use the highest amount of encryption and security features. They should also offer a 24 hour multilingual customer helpline and dedicated customer service representatives who can assist with rapid project start-up, best practice implementation and speedy due diligence procedures.
For instance, some providers allow you to synchronize desktops, shared folders and FTP with the virtual data room, making it easy to upload and download any file. Others offer an automatic naming system, which makes it easier to manage and locate files. You can also give different access permissions to view, print, and secure PDF download. The most reliable vendors can also allow you to customize watermarks. These display the name of the user, their IP address, and date and time they were viewing the document.
A good VDR will come with NDAs in place that can be automatically applied to all users. This will stop unauthorised disclosure. It should also include a comprehensive auditing system that allows users to go into detail and find out what was done (documents and users) as well as the time and date.